Managing Immunizations in EHR 24/7

Office Ally’s EHR 24/7 program allows you to record immunization information in the patient chart to keep records accurate and up to date. You can also maintain an immunization inventory for the vaccines your office provides.

Before We Begin

If your office administers vaccines, consider creating a customized list within the Immunization Inventory. This will streamline future data entry, allow you to track inventory, and ensure consistency across patient records.

Steps to Manage Immunization Inventory

1. Navigate to Immunization Inventory

• Go to the Manage Office tab.

• Under the List Maintenance section, click on Immunization Inventory.

• This will display your current list of vaccines in inventory.

2. Add a New Vaccine to Inventory

• Click the Add New button in the upper right corner to open the Add New Immunization Inventory window.

• Next to the Vaccine field, click the ellipsis (…) button to open the CVX–Vaccines Administered–Customized List.

• You can search by Vaccine, Vaccine Full Name, or CVX Code.

• Enter your query and click Search, then click Select next to the appropriate vaccine.  You can use the NDC Lookup Crosswalk available at cdc.gov to verify Use NDC, CVX, and Descriptions.

• Optional: Click Customize List to create a shortened, office-specific list for quicker updates in the future.

• Use the Display Filter to view all vaccines or only your customized list.

3. Add Manufacturer Information

• Next to the Manufacturer field, click the ellipsis (…) to open the Immunization Manufacturer window.

• Search for the manufacturer by name, click Search, then Select your choice.

4. Complete Inventory Details

• Enter the Lot Number, Primary NDC, Expiration Date, and Quantity from the vaccine packaging. Please note that the Primary NDC must be the ‘Use NDC’ and not the ‘Sale NDC’ from the CDC Lookup Crosswalk.

• Click Add to save this vaccine to your inventory.

Recording Immunizations in the Patient Chart

1. Access the Immunization Record

• Open the patient's chart.

• Hover over Others in the top menu and select Immunization Record under Chart Information.

• Click Add Immunization to open the Add Immunization window.

2. Verify Patient Information

• The top section displays the patient’s name, DOB, age, weight, and race.

• To the right, select:

• VFC/State Eligibility Status

• Immunization Funding Source

• Immunization Reminder/Recall

• Lock Immunization Data, if applicable

3. Enter Immunization Information

• Required Fields:

• Record Type (New or Historical)

• Vaccine (selected via ellipsis from the System Immunization List or your Inventory)

• Primary NDC (auto-populates if selected from inventory)

• Optional Fields:

• Manufacturer

• Lot Number

• Expiration Date

• These will also auto-populate if selected from your inventory.

4. Complete Administration Information

• Required fields include:

• Administered Date

• Administered Amount

• Administered By

• Office

• Provider

• Location of Service

• Additional fields may be filled in per your office policy.

• Click Update to save the record.

Printing or Exporting Immunization Records

From the Immunization Record page, you may:

• Print the record (sorted by vaccine or date administered).

• Export the record in HL7 2.3.1, HL7 2.5.1, or send it directly to your connected State Registry. (link pending)

Adding Immunizations from a Progress Note (Optional)

If your SOAP Note Layout includes the immunization section:

• While editing a progress note, scroll to the Immunization section.

• Click Immunization Search/Select to open the same Add Immunization pop-up described earlier.

• Use Immunization Record to view past entries.

• Click Update at the bottom of the note to save.

‍